GDPR & Privacy Policy

Effective Date: July 11th 2025

Allies Network CIC is committed to protecting your privacy and ensuring the security of your personal information. This policy explains how we collect, use, store, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Allies Network CIC
Registered Community Interest Company (CIC) No. 08920449
Address: 196–198 Edward Road, Birmingham, B12 9LX
Email: alliesnetwork6@gmail.com
Phone: 0121 647 1960

2. What Information We Collect

We may collect and process the following types of personal data:

Your name, contact details (e.g., email address, phone number, postal address)
Demographic details, including ethnicity and language (where relevant for support services)
Casework details (e.g., support history, advocacy records, referrals)
Data relating to training or events you have attended
Website usage information (IP address, cookies, browser type)
Any information you voluntarily submit through our contact forms, email, or feedback surveys

We only collect information that is relevant, proportionate, and necessary for delivering our services.

3. How We Use Your Information

We use your data for the following purposes:

To provide you with support services and respond to your requests
To process referrals or applications
To send you updates, newsletters, or event invitations (only with your consent)
To improve our website and services
To meet legal, safeguarding, or regulatory requirements
To deliver funded programmes and report anonymised outcomes to our funders

We never sell or rent your personal data to third parties.

4. Lawful Basis for Processing

Our legal bases for processing your data include:

Consent: Where you have given us clear permission (e.g., newsletter sign-up)
Contract: Where data processing is required to deliver a service you have requested
Legal obligation: For compliance with safeguarding, health & safety, or statutory duties
Legitimate interest: Where data helps us fulfil our mission in a way that respects your rights

5. How We Store and Protect Your Information

Your data is stored securely using encrypted digital systems and password-protected files. Access is restricted to trained staff and volunteers on a need-to-know basis.

We regularly review our data protection procedures and ensure that all staff handling personal data receive appropriate GDPR training.

6. Sharing Your Information

We may share your data with trusted third parties, including:

NHS, social care, or local authority teams involved in your support
Funders or auditors (in anonymised, statistical form only)
Safeguarding partners, when legally required to protect individuals at risk

Any third parties are bound by strict data processing agreements to safeguard your information.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary, depending on the purpose:

Service user records: Up to 6 years (in line with safeguarding and audit requirements)
Mailing list data: Until you unsubscribe
Training attendance records: Up to 2 years (for reporting purposes)

After this, data is securely deleted or anonymised.

8. Your Rights Under UK GDPR

You have the right to:

Access the personal data we hold about you
Correct any inaccurate or incomplete data
Request erasure of your data (subject to legal limits)
Restrict or object to processing in certain circumstances
Withdraw consent at any time (where consent is the legal basis)
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, please contact us at alliesnetwork6@gmail.com.

9. Cookies & Website Analytics

Our website may use cookies to improve your experience and collect basic usage statistics. You can manage or disable cookies via your browser settings. For more details, refer to our separate Cookie Policy.

10. Updates to This Policy

We may update this policy from time to time to reflect changes in legislation or our practices. The latest version will always be available on our website.